Welcome to the College Events Webpage!
Please refer to TC's events policy & process page
Review our Event Planning Checklist for samples and tips that will help you navigate internal policies and processes.
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6-12 Months Before An Event
To Do
When you have the idea for an event, get approvals from your department!
Good to Know
- What costs money at TC?
- Catering
- Media Services
- Public Safety (not all events)
- Supplies
Good to Know
Here are sample budgets*
- Lecture in Grace Dodge 179
- Large Event in Cowin
- Small Dinner in Everett Lounge
- Cocktail Reception in Grace Dodge 179
*The provided budgets are based on the ‘19-’20 academic year and should be used only as a guide. We will update these sample budgets in Fall ‘23
To Do
- Use 25Live to book your rooms for internal events
- Pick more than 1 date if you can’t get rooms you need
- Book rooms ASAP
- Book rooms for furniture storage (set-up dependent)
Good to Know
- Familiarize yourself with TC’s Campus Events Policy before planning your event
- TC is very busy in the spring semester and during the summer
- Classrooms typically not approved until after the add/drop period
- The Dining Hall can be booked for small tabling events or a small section (no more than half) during business hours. Tabling is available during business hours, but needs to reservation required, please check 25Live for availability and email Amber Protzmann; anp2153@tc.columbia.edu. During non-business hours, the space can be reserved but all catering must go through Columbia Dining unless they approve the use of an external catering group.
- To book Smith Learning Theater fill out this booking request form
- Book rooms in the Library through LibCal
- To book GDH271 (the Tudor Room) + RUS104B send an email with the request: date, time, and description of the event to library@tc.columbia.edu. Th
e email will be converted into a ticket and assigned to a Library staff member. Here are the recommended guidelines for the Tudor Room. - The Upper Russell Courtyard is reservable in 25Live via Room Assignments is will be available Monday to Thursday between the hours of 4:00 pm to 10:00 pm and on Friday, Saturday & Sunday from 9:00 a.m. to 10:00 p.m.
3 Months Before An Event
To Do
- Loop in TC Generation for design needs, social media, media relations, and other event promotion and coverage
- Loop in Alumni Relations to invite alumni to your event
- Decide which event registration system works best
- Eventbrite (do not use for paid events). An account can be created at no charge through your department
- Google Form
One Month Out
Good to Know
Columbia Dining is the College’s preferred caterer with on-site staff to providing both drop-off service and full-scale events. In a scenario where you need to use an alternate provider, please be familiar with the updated College Catering Policy.
View catering menus to get a flavor of the options available or contact the team directly to talk through any creative ideas or customizations you would like to make. Orders can be conveniently made online at teacherscolumbia.catertrax.com
For inquiries, email tcdining@tc.columbia.edu.
Good to Know
3-6 Weeks Before An Event
2 Weeks Before An Event
To Do
Send briefings to your speakers and members of the College Leadership Team at least 5 days prior to your program.
To Do
- Submit a Work Order at least (7) business days before your event
Good to Know
- Room set up samples
- Classroom furniture cannot be removed
- Facilities contact
- Glenford Thomas | Custodial & Housekeeping Supervisor
- Office: (212) 678-8345
To Do
- Submit a media reservation at least (14) business days before your event to secure equipment and staffing
Good to Know
- TCIT Event Services Information
- Rudy Caba | Event Technology Specialist
- Office: (212) 678-6620
Good to Know
- Public Safety contact
- Yeremy Chavez | Director of Public Safety Administration and Systems
- Office: (212) 678-3335
- If you are hosting an event with external guests, be sure to submit your full list to Public Safety 72 hours prior to your event start time
After An Event
To Do
- Final budget, pay all bills
- Write up debriefing notes to help in next year’s planning (samples)
- Send thank you email to volunteers & staff
- Send thank you letter to speakers